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Technology and Innovation

Phone: 913-715-1500

111 S Cherry, Suite 3100, Olathe KS 66061

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City Support

The Challenge 

Information Technology can improve efficiencies and business processes for government agencies as well as private entities.   For organizations to stay current and relevant with Information Technology, it requires considerable financial resources and human expertise.  Unfortunately some smaller agencies in Johnson County do not have the financial or technical resources to stay competitive and are put at a disadvantage supplying services to citizens and businesses within their respective communities.

Action

As organizations within Johnson County started to connect their physical networks for application and data sharing, it became apparent the potential to provide other services like end user technical support. In an effort to provide more efficient government, the county has extended IT services to 7 public organizations. A thorough IT assessment has been performed my Johnson County senior IT personnel in areas such as networking, server, desktop and software applications. The goal was to implement standards and best practices, as well as to provide proactive infrastructure monitoring tools to quickly identify potential problems.

Result

IT services to external agencies has provided substantial cost savings and better service to these organizations. The financial contributions that these agencies provide for services has allowed the county to hire an additional resource to support not only this program, but also provide support to county departments. By providing a stable infrastructure, 24x7 technical support and other various shared services like Internet bandwidth – these agencies can deliver more efficient government services to their constituents.

Perspective

As other agencies enquire about participating in our Shared Services program, it will become imperative to be able to provide additional human resources for adequate support. The county will also need to invest more resources into its Fiber Master Plan to provide network connectivity and data access to those entities that are not currently on the county’s fiber network. 

Document Management: Image Now

The Challenge

Drowning in paper?  Can’t find that case file?  Tired of sending documents via interoffice mail?  We have the solution for you.  imagenow document management

Johnson County DTI offers workflow, decision-making, and document archiving tools through Perceptive Software’s ImageNow product.  Save money on printers and paper and employee time by using digital images. 

Action

Implementation of the Perceptive Software’s ImageNow system has increased operational efficiency and cross-functional effectiveness in multiple County departments and agencies.   The process began in 2007, when the County purchased Perceptive Software’s ImageNow document management solution. The initial implementation was focused on the County’s District Court Trustee’s (DCT) office.  

document managementAfter implementation in DCT was concluded, the County built a platform to expand the system across the County, to include development of internal resources to support the system, modified implementation procedures to facilitate project closure, integration of the system with multiple systems to include “backend” integration, workflow processes spanning multiple departments and work units, and implementation of retention policies to ensure state statues are properly addressed.

Results

Consider the following as it relates to costs of paper: 

  1. Costs to print documents.
  2. Costs to copy the document for multiple individuals.
  3. Costs for filing paper documents.
  4. Costs for storing old documents.
  5. Costs for destroying paper documents, to include additional costs for destroying “confidential” documentation.
  6. Costs for finding misplaced paper documents
  7. Costs for securing documents.

Compare these costs with efficiency gains from our document management implementations:

  1. Multiple user access to documents.
  2. Computer-based retention series.
  3. System-based security.
  4. Ability to search documents by key words.
  5. Full text indexing.
  6. Time savings, paper savings, and labor savings.
  7. Ability to implement automated solutions for handling data flows and information.
  8. Enhanced customer service. 

Perspective

The DTI Department continues to work with departments/agencies to roll out the ImageNow system.   Currently, we are integrating ImageNow with the Oracle EFP system to include invoices, expense reports, and requisition document management.  Also, the ImageNow team is working with the Archives and Legal departments to implement Retention Policies for all documents.  

As we build our internal support team and purchase new modules, the hope is to expand the system across the County to include integration with other software systems. 

Parcel Foundation

Introduction

In 1986, the State of Kansas underwent a mass reappraisal and classification of all real property in Kansas. A directive of reappraisal was each county appraiser will develop and maintain a base map of all real property located in their county. The main purpose of this base map was to geographically represent the past, current and future rights and interests of all real property in their county. As mappers, we define real property on a base map as a parcel base map. parcel map

Challenge

The evolution of technology has altered the way we store, access, produce and interpret the parcel base map. The original purpose of the parcel base map has not changed. Parcels still represent the geographic extent of rights and interests of real property. Over time the parcel base map has become a “Foundation” piece for map production and data creation.  Because of that, the parcel base map must be spatially accurate by today’s standards. The methods used to maintain the parcel base map must be repeatable and efficient. The skillset needed to maintain the parcel base map has evolved and changed over time.

So, as parcel mappers, how do we move forward with technology? How do we understand this idea of the parcel base map being a “Foundation”?  And the big question is… How do we bridge the gap between technology and the expanded use and still maintain the original purpose of the parcel base map?

Action & Perspective

With support from AIMS (DTI), RTA is beginning the Parcel Foundation Initiative.  This Initiative consists of three goals. 

The first goal is to improve the spatial accuracy of our parcel base map. Johnson County has a geographic area of 473 square miles. Within those 473 square miles, RTA maintains over 237,000 parcels. Because of the size of the County and the large parcel count we will use a systematic and comprehensive approach to achieve our accuracy goal. We will look at each square mile in our parcel base map and rebuild parcels that need rebuilt. We will use known GPS (Global Position System) locations of section corners to improve the spatial accuracy of the parcels. We will also work with Public Works to locate and GPS section corners that we do not have good locations on.

The second goal is to develop and enhance our methods, procedures and skillsets as parcel mappers. We will build on top of our established mapping skillset and maintain it as technology evolves.  The methods we use to build a parcel will be proven to work over and over again without fail. Other, possibly more efficient methods will be developed and used as well. As long as the method has the same result each time, we will use it. We also want to take a hard look at our current parcel maintenance procedures. If there are efficiencies to find, we will find them and use them while still maintain the integrity of the parcel base map

The third goal is to establish the highest level of confidence in our parcel base map. The parcel base map has become a “Foundation” piece for map production and data creation. RTA, Johnson County Government, private businesses and the public expect a high level of confidence in the parcel base map. We want to continue to build that confidence to the highest level.